4 Planning Tips for Hybrid Events in 2021

Hybrid events may be difficult for event planners to plan, but they are an excellent opportunity to engage with audiences across many media. And, with the proliferation of event technology that includes complex capabilities, more event professionals can provide hybrid events to their clients. Although hybrid events are not new, more event managers should anticipate continuing to use virtual components and considering implementing more hybrid events in the future years. What you need to know about hybrid events and four suggestions for organizing your next one are included below.

1. The Location Is Critical

The venue is critical for hybrid events. Not only would it be critical to locate a readily accessible site for the in-person portion of the event, but it will also be necessary to address new health and safety issues. This will include physical separation measures, obligatory personal protective equipment (PPE), hygiene stations, and new one-way navigation inside venues to alleviate congestion. Apart from meeting the increased physical standards, venues must also meet the high technical requirements associated with the virtual component of the event. That includes more than ensuring the location has an adequate Internet connection.

Event marketers will seek to step up their game and offer virtual guests a unique, immersive experience at these hybrid events. This may include placing screens around the venue to give folks at home the illusion of being there and even interacting with in-person attendees and presenters.

2. Employ technology managers for events

One significant shift that cannot be overlooked is the effect of the hybrid future of events on technology positions inside marketing teams. Event technologists will be essential in the future for developing and executing their organization’s technology strategy for events.

Marketers must understand that no one platform is appropriate for all kinds of virtual events. Selecting the appropriate virtual and hybrid event platforms for the marketing team’s various objectives and engagement methods would need the creation of a new role:

Event technology managers will be accountable for providing a consistent customer experience across virtual and hybrid environments. They will integrate the consumer experience across virtual and physical event environments and provide actionable engagement data to critical departments such as sales and IT. You may also use planning tools on internet sites such as the WordPress calendar plugin.

Event technology managers will become a critical component of marketing teams, allowing marketers to derive significant ROI data and insights from events.

3. Create a sense of security for your in-person attendees

Things will be different when it comes to in-person events. Social isolation, masks, and temperature checks are just a few of the new norms we’ll encounter on-site. Communication is critical to ensuring your guests feel secure prior of their arrival.

Inform your guests about the procedures governing bodies and event organizers use through your registration site and event mailings, so they know what to anticipate. On-site, investigate technological solutions that enable guests to feel secure and make decisions depending on their risk tolerance level. For instance, touchless registration experiences may involve the printing of name badges and temperature/mask checks.

4. Take into account various hybrid event forms.

A hybrid event may take on an infinite number of configurations. For instance, you may have a completely virtual audience, yet your speakers are physically present at a place for the live broadcast or pre-recording. Alternatively, you may want to provide an in-person alternative for your event but do not wish to need participants to come by aircraft. You might establish several local hybrid hub sites from which guests can either drive to your event or participate remotely. When an attendee’s preferred format of attendance is used, you have the issue of forecasting attendance for in-person logistical planning. To ensure that your event meets its goals, we will collaborate with you to develop the optimal structure.

 

Given the industry’s long-term effect of change, marketers need to have the ability to pivot fast and embrace the new hybrid event model. Combining and enhancing attendees’ in-person and virtual experiences will require marketers to step up their game in terms of event technology expertise, personalization, and more immersive experiences at venues that can accommodate the latest health/safety and technical requirements for hybrid events.

 

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